Important Notes

Conflict of Interest

A conflict of interest arises where the private interests of a staff member compete or conflict with the interests of the public body (i.e. the University in the current context) or his official duties. It is the responsibility of the staff members to avoid engaging in situations that may lead to or involve in any conflict of interest, whether it is actual, potential or perceived, and irrespective of whether it is direct or indirect.
In the context of student admission, a conflict of interest may arise where, for instance, a staff member who is involved in the admission process has a personal relationship with an applicant or with anyone connected to an applicant, or anyone to whom he owes a favor or is obligated in any way. Common examples include a member of the staff’s immediate family, his/her spouse/partner, siblings, children or any other person with close relationship to him/her is seeking admission to the University; or a candidate is considered for admission to a postgraduate position funded by an external organization which is connected to the staff involved in the admission process or the candidate. Further, whilst the mere fact that an applicant used to be, or is, a student of a faculty may not in itself constitute a conflict, in cases where, for instance, a staff member is more acquainted with a particular applicant or certain applicants when compared to other students as a whole due to (a) his/her attendance at social activities with the applicant(s) (such as sports, games or outside-classroom gatherings), or (b) other engagement(s), such acquaintance which goes beyond usual teaching duties may give rise to a need to declare.
The above is a non-exhaustive list of examples as it is impossible to specify all scenarios where a conflict may arise. It is the responsibility of the staff member to be alert where a conflict may arise, be it actual, potential or perceived, and have it disclosed prior to his/her participation in the admission process.
In the event a conflict of interest arises, be it actual, potential or perceived, the staff member must give full disclosure with regard to the conflict of interest and submit a declaration (the “Declaration Form”) to the chairperson of the selection board. A declaration of conflict/acquaintance does not necessarily preclude a staff member from participating in the admission process.
On receiving the Declaration Form, the chairperson of the selection board shall review the situation and, at his or her sole discretion, decide on a case-by-case basis as to whether or not the circumstances/relationship warrants any action. Possible actions may include, for instance, complete removal from the admission process, recusal from specific steps or stages of the admission exercise, or increased oversight such as assigning another member to review or co-sign decisions, thereby ensuring transparency and accountability. Once a decision is made, the concerned staff and relevant personnel will be duly informed, and the chairperson will document the reasons for the decision in writing.
As each case will depend on its specific facts, it is impossible to provide an exhaustive list of factors which the chairperson must consider. However, solely for reference, factors that the chairperson may take into account include, for instance, the closeness of the relationship (where close family connections typically warrant complete recusal), the role of the staff member (with decision-making roles potentially necessitating stricter measures), public perception of bias, and the degree of conflict (with direct conflict such as family connection, generally requiring stronger action).
The duly signed and completed Declaration Form should be submitted to FYTGS at pgadmit@ust.hk for records. The chairperson of the selection board should also keep a complete record of all the disclosures and applications submitted to, approved by or denied by them.
If any staff member is unsure whether his current/previous relationship or acquaintance with any applicant or persons connected thereto constitute a conflict of interest, please seek advice from the chairperson of the selection board.
Notwithstanding the above, for the admission of research postgraduate students without PGS, all staff participating in the admission process must submit a Declaration Form to the chairman of the selection board, confirming whether or not a conflict of interest exists and, if so, give full disclosure with regard to the conflict of interest.
Non-disclosure or improper disclosure of any conflict of interest is considered both unethical behaviour and a form of misconduct. It undermines the integrity of the admission process and may lead to disciplinary action. Please also refer to the University’s Guidelines on Conflict of Interest on the HRO website for further guidelines and possible consequences of non-compliance.

Prepared by HKUST Fok Ying Tung Graduate School
Oct 2024